Engineering Programs Administrator

University of British Columbia; Kelowna; On-site; CAD 50,000 - 70,000; Full time

Job summary

A leading educational institution is seeking an Administrative Support Specialist to provide comprehensive support for graduate and undergraduate programs in the School of Engineering. This role involves coordinating admissions, managing academic processes, and supporting student services. Candidates should have four years of post-secondary education and over two years of related experience, along with strong organizational and communication skills. The role is essential for enhancing student success and ensuring effective program management.

Qualifications

• Over two years of relevant experience or an equivalent combination of education and experience.
• Willingness to respect diverse perspectives and enhance knowledge on equity and inclusion.

Responsibilities

• Provide administrative support for graduate admissions and program requirements.
• Coordinate internal communications and support graduate student examinations.
• Maintain internal database and assist with data gathering for reports.

Skills

Organization

Attention to detail

Effective communication

Ability to multi-task

Education

Completion of four years post-secondary education

Tools

Workday

Website content management systems

Job description

Job Summary

The School of Engineering Academic Services team provides comprehensive support for over 2000 undergraduate and graduate students to ensure they meet their full potential throughout their academic career.

As a member of the Engineering Academic Services team, this position provides administrative and student service support to both the Graduate and Undergraduate programs in the School of Engineering. This role supports a variety of academic areas, with key responsibilities in graduate student admissions, annual reports, tracking and record-keeping, and support of business processes.

Organizational Status

This position reports to the Manager, Engineering Academic Services. Work may also be directed by the Associate Director of Graduate Students and Graduate Advisor. This position interacts with faculty, staff, students, alumni, and external partners.

Work Performed

Graduate Student Admissions

• Responds to inquiries from prospective graduate students regarding applications, admission, registration procedures, and academic policies.
• Advises students and faculty members regarding admissions and program requirements for MASC, MENG, and PHD Applied Science programs.
• Supports the creation of graduate recruitment and yield materials, in collaboration with the Graduate Advisor and Engineering Admissions Coordinator.
• Monitors the Evision applications dashboard, transferring PhD and Master of Applied Science (MASc) applications.
• Evaluates SoE Professional Master Degrees (including Master of Engineering (MEng) and Master of Design (MDES) applications in GPO).
• Reviews for completeness and admissibility and forwards admission recommendations to the Associate Director of Graduate Students for review and approval.
• Reviews admission recommendations from faculty members and advises on additional requirements.
• Processes admission and decline decisions to the Associate Director of Graduate Students for final review.

Academic Services & Annual Reports

• Coordinates internal communications to ensure all stakeholders are aware of internal and external deadlines.
• Collects and tracks submitted Annual Reports and evaluates them for completeness prior to submitting to the Associate Director of Graduate Students.
• Schedules and supports graduate student examinations (defenses, comprehensive exams, and proposal exams).
• Ensures that all documents necessary for graduation have been received, processed, and that grades are submitted. Forwards documentation confirming degree completion to the College of Graduate Studies.
• Provides support for onboarding of new to UBC students.
• Coordinates the logistics for School of Engineering Graduate Student recruitment events in consultation with others.

General Administrative Support

• Gathers and compiles data and reports as required.
• Maintains an internal database of graduate students and all relevant details.
• Supports graduate and undergraduate student tasks in Workday including registration support tasks.
• Manages lockers in the EME building including annual clean-out and assignation.
• Acts as a resource for faculty and staff on the Workday Student Records & Advising functionalities.
• Attends Committee meetings, takes minutes, and facilitates decisions made by the committee.
• Participates in identifying processes and systems that require improvement, mapping current processes, redesigning, processes, and making recommendations for change.
• Monitors the School of Engineering website regularly and submits additions, deletions and changes in a timely manner.
• Performs other related duties as required.

Consequence of Error/Judgement

This role requires sound judgment and thorough knowledge of UBC, Faculty of Applied Science, and School of Engineering policies and procedures. Errors or misinformation may impact students’ academic progress, professional development, and accreditation status. Poor communication or service delivery could negatively affect relationships with students, faculty, alumni, and external stakeholders, and could harm the reputation of the School and UBC.

Supervision Received

Reports directly to the Manager, Engineering Academic Services. Work is carried out under general direction, with specific tasks assigned by the Associate Director of Graduate Students and Graduate Advisor, as appropriate. The position is cross‑trained to support a range of academic administrative functions within the School of Engineering.

Supervision Given

None

Minimum Qualifications

• Completion of four years post‑secondary. Over two years of relevant experience or the equivalent combination of education and experience.
• Willingness to respect diverse perspectives, including perspectives in conflict with one’s own.
• Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion.

Preferred Qualifications

• Experience within UBC or another post‑secondary environment preferred.
• Proficiency in a range of computer systems, software, and databases; ability and willingness to learn new tools as required.
• Experience with website content management is an asset.
• Strong organizational and time management skills with the ability to multi‑task, take initiative, and meet deadlines in a fast‑paced environment.
• Excellent attention to detail and a high degree of accuracy.
• Effective communication skills across multiple formats and audiences.
• Demonstrated judgment, discretion, tact, and the ability to handle confidential information appropriately.
• Comfortable interacting with diverse stakeholders in a multicultural environment.
• Ability to work independently and collaboratively as part of a team.
• Willingness and flexibility to work occasional evenings or weekends as required.
• Intercultural communication experience considered an asset.
• Familiarity with UBC and Faculty policies is an advantage.
• Ability to manage the complexity of a multi‑faced role focused on supporting student success.